PurposeTo provide secretarial and office administration services to the Chief Director.TITLE: SENIOR ADMIN OFFICERDescription Of TasksDiary management, meetings, events and correspondences:Screen appointments before scheduling them in a professional and courteous manner.Well managed diary.Reschedule appointments using discretion when an urgent or important meetings take precedence.Record the engagements of the senior manager.Respond to queries (verbal or electronic).Compile and coordinate documentation for meetings as required.Arrange and coordinate meetings, workshops, seminars and other similar events (as required) and prepare relevant packs.Notify various stakeholders of events scheduled by the Chief Directorate.Notify relevant stakeholders of changes to appointments or meetings professionally.Make logistical arrangements as required (including procurement processes).Arrange traveling and accommodation for Chief Director, prepare travel packs and process claims accordingly.Assist with procurement and payment processing as required.Provide secretariat for Chief Directorates meetings and follow-up on matters arising.Administration Support:Capture and file all incoming and outgoing documents and information into manageable and retrievable systems (electronically and manually).Ensure the updating of chief directorate strategic information on the intranet/relevant Platform.Coordinate and quality assure submission of strategic reports (PMDS, Annual Reports, Strategic Plans, Audit reports etc) within the specified timeframe.Draft, edit and format documents such as submission, memos, letters, presentations, etc. using Department templates.Order office supplies as needed.Maintain an inventory of office equipment for the Chief Directorate and liaise with necessary personnel for maintenance and replacements.Keep an up-to-date list of contact numbers for the Chief Directorate.Budget Administration Support:Expenditure monitoring for the Chief Directorate.Collect and coordinate all the documents that relate to the manager budget.Assist manager in determining funding requirements for purposes of MTEF submissions.Keep record of expenditure commitments, monitors expenditure is allocated correctly.Checks and correlates BAS reports to ensure that expenditure is allocated correctly.Identifies the need to move funds between items, consults with the CD and compiles draft memos for this purpose.Compares the MTEF allocation with the requested budget and informs the CD of changes.Project Administration Support:Develop and maintain a database on CD projects.Coordinate progress update with relevant components and follow-up on outstanding tasks.Provide administrative support in the implementation of the TOR.Provide advice to the CD on challenges for further interventions.Competency RequirementsKnowledge:Basic understanding of Departmental policies.Clear understanding of office administration activities and processes.Knowledge of the PFMA.Knowledge of Public Service Act and Regulations.Skills:Good computer skills (MS Word, Excel, PowerPoint, internet and email).Listening skills.Report writing skills.Innovation and creativity.Communication and organizing skills.Customer relations.Personal Attributes:Ability to interact with people at different levels.Ability to gather and analyze information.Ability to apply policies.Ability to work under pressure and handle difficult situations.Good interpersonal skills.Ability to multitask.Experience: Minimum of 2 years working experience in administration.Learning Indicators/Qualifications: A registered three years National Diploma or Degree.Desired Skills:Customer relationsGood computer skillsListening skillsReport writing skillsSeniority levelMid-Senior levelEmployment typeFull-timeJob functionAdministrativeIndustriesHuman Resources Services
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